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e-Child Care (ECC) Provider Information Session Department of Human Services Division of Family Development e-Child Care (ECC) Provider Information Session Department of Human Services Division of Family Development

Agenda • • Introduction Program purpose – overview What changes? What stays the same? Agenda • • Introduction Program purpose – overview What changes? What stays the same? How it works Provider Web Portal Questions and answers

Stakeholder Identification • Providers • Parents • New Jersey Department of Human Services Division Stakeholder Identification • Providers • Parents • New Jersey Department of Human Services Division of Family Development (DFD) • Child Care Resource & Referral Agency (CCR&Rs)

Who is ACS? • Affiliated Computer Services, A Xerox Company – State & Local Who is ACS? • Affiliated Computer Services, A Xerox Company – State & Local Solutions, headquarters in Dallas • Vendor selected to implement/operate ECC • Provide proven experience • Launched e-child care in five other states that are live and in production – Colorado, Indiana, Louisiana, Oklahoma, Texas • Five other states preparing to go live by end of 2011 – Alabama, New Jersey, North Carolina, Ohio, Virginia

Why is New Jersey Implementing ECC? • To provide accurate and timely tracking and Why is New Jersey Implementing ECC? • To provide accurate and timely tracking and verification of child care attendance • To provide better attendance data including real time reporting • To automate and reduce manual processes • To pay providers more quickly

What are the Benefits? • To give parents the responsibility of reporting the actual What are the Benefits? • To give parents the responsibility of reporting the actual time their child is in care • Parent transactions confirm that the care was provided to their child • To streamline the processing of child care reimbursements for providers – reduction of most paper invoices

More Benefits… • Payments made electronically, directly to your bank account resulting in quicker More Benefits… • Payments made electronically, directly to your bank account resulting in quicker payments (you will be paid every two weeks for the care you provided two weeks ago) • Real-time attendance transactions—attendance transactions are seen as they are actually happening

More Benefits… • Reduction in timeframe to receive information about agreement and attendance • More Benefits… • Reduction in timeframe to receive information about agreement and attendance • Access to attendance and payment records through the provider web portal • Accessible through the internet from any computer • Reports on attendance, agreements, payments and other resources • The portal address is: www. echildcarenj. org

What Stays the Same? • Authorization policies for the Child Care Subsidy Program • What Stays the Same? • Authorization policies for the Child Care Subsidy Program • Record keeping requirements – sign in/out sheets for Licensing and Food and Nutrition Program documents • State child care licensing rules related to individuals authorized to pick up or drop off children

What Changes? • Attendance reports will be automated • Attendance information is available when What Changes? • Attendance reports will be automated • Attendance information is available when the transaction is occurring

How ECC Works • Equipment required for the ECC Registered Land Line Phone New How ECC Works • Equipment required for the ECC Registered Land Line Phone New Jersey ECC Card

Interactive Voice Response (IVR) • In-home providers will use the IVR to complete transactions. Interactive Voice Response (IVR) • In-home providers will use the IVR to complete transactions. • Parent/designee will use the registered land line at the provider location to report the child’s check -in/check-out. • Parent must check in and check out every day for the provider to get paid.

What Parents are Being Told About ECC • Parents receive an early alert letter What Parents are Being Told About ECC • Parents receive an early alert letter • The parent automatically will be mailed a card, card carrier and FAQ sheet • Two designees may be identified and will receive cards • If parent already has a Families First card, he/she will be asked to contact their CCR&R to link the card • Parents cannot select the provider or any one acting on the provider’s behalf as their designee

What Parents are Being Told About ECC • After getting the card, the parent/designee What Parents are Being Told About ECC • After getting the card, the parent/designee activates the card and selects a PIN (Personal Identification Number) by calling an toll-free number • Parents will be connected to the Interactive Voice Response (IVR) system • IVR will prompt them to enter 16 digit number from card

Card Activation • The IVR will prompt the parent to enter their birth date. Card Activation • The IVR will prompt the parent to enter their birth date. • The IVR will prompt the parent to enter any 4 -digit number of their choosing, as their PIN. • The card is now active and ready for use. • Encourage parents to activate their cards as soon as they receive them.

How Parents will Report Attendance • Parent will call 1 -800 -997 -3333 and How Parents will Report Attendance • Parent will call 1 -800 -997 -3333 and follow the prompts • Parent will press 2 for Child Care • Parent will enter the card number • Parent will enter their secure PIN # • Parent will select one of the options given by the IVR: – Check in/out, previous check in/out, absent day, sick day • Parent will enter their child’s 2 -digit number (01, 02, 03, etc. )

ECC Verification Process • The IVR transaction is sent for verification: • Is it ECC Verification Process • The IVR transaction is sent for verification: • Is it case eligible? • Is it child eligible? • Is this the correct provider? • If all the checks are confirmed, the transaction is approved • If any check fails, the transaction is denied

Forms so you get paid • Will receive both a banking form and W-9 Forms so you get paid • Will receive both a banking form and W-9 tax form • Complete and return within 24 hours of receipt • ACS will be making the payments to providers • Remember, parents must call IVR every day for the provider to get paid!

What ifs? • What if the parent/designee forgets or is not present to record What ifs? • What if the parent/designee forgets or is not present to record attendance? • Parent/designee has the ability to perform transactions for previous days, including absences. This is commonly referred to as a “back swipe”. • Parent/designee has two weeks (today plus the previous 13 days) to enter any missing transactions through the IVR. • Parent can select two designees, who often pick up or drop off the child, to receive a card.

What ifs? • What if there is a phone line problem? The system gives What ifs? • What if there is a phone line problem? The system gives the parent/designee two weeks (today plus the previous 13 days) to fill in any missing transactions once the issue is resolved (“back swipe”)

Provider Web Portal – Log In Provider Web Portal – Log In

Provider Profile Provider Profile

Provider Agreements Provider Agreements

Case Screen Case Screen

Agreement Screen Agreement Screen

Provider Transactions Provider Transactions

1099 Search 1099 Search

Closure Dates Closure Dates

Provider Payment Report Provider Payment Report

Provider Payment Report - Detail Provider Payment Report - Detail

Child Payment Detail Child Payment Detail

Child Attendance. Detail Child Attendance. Detail

Provider – Payment Adjustment Detail Provider – Payment Adjustment Detail

Provider Unmatched Check-In/Out Report Provider Unmatched Check-In/Out Report

Provider Unmatched Check-In/Out Report Provider Unmatched Check-In/Out Report

What Happens Next? • Informational mailings to all parents • Parents will receive instructions What Happens Next? • Informational mailings to all parents • Parents will receive instructions on how to report their child(ren)’s attendance • Providers will receive banking and tax forms—return within 24 hours • Pilot counties are scheduled to go live in September • Remaining counties will go live in October

How To Get Information or Assistance • For program information, call your local CCR&R How To Get Information or Assistance • For program information, call your local CCR&R • For general information log onto the DFD Webpage: www. state. nj. us/humanservices/dfd/programs/child

Questions? Questions?